Asynchronous Updates of Management Policies in Content Management Systems

ABSTRACT

Methods and apparatus, including computer program products, implementing and using techniques for a content management system. In response to determining that a change has occurred to a management policy in the content management system and in response to further determining that the content management system includes one or more items that are affected by the change to the management policy, new attribute values are associated with the items asynchronously. The new attribute values are in accordance with the changed management policy.

BACKGROUND

The present invention relates to content management systems, and morespecifically, to updating management policies in such systems. Oneexample of a content management system is an expiration managementsystem. Expiration management systems typically use various types ofmanagement policies to define how long an item should be kept before itexpires and should be deleted from the expiration management system.When an item is created, its expiration date is calculated and storedtogether with the item. After running the system for some time, manyitems have been created in the system. For all the items, the expirationdate has been calculated based on the current policy. Suppose, however,that there is a business change to extend the expiration of the policy.The newly created items will then adhere to the new policy and theirexpiration dates will be calculated based on this new policy. However,the existing items should also be updated with the new expiration date.Normally, updating the expiration date for the old items is both timeand resource consuming because the number of the old items might be verylarge (sometimes even billions of old items).

There is a need to update the expiration date during off-hours, whilenot affecting the expiration date based queries. The recalculationshould be scheduled to be done in multiple batches rather than a singleone. The query result should reflect the policy change even though thedate re-calculation may only be partially done.

The same requirement applies to a retention management system. In such asystem, a retention policy is used to define how long an item should beretained before it can be deleted or updated. The retention date iscalculated and stored for each individual item. The date needs to bere-calculated on a policy change.

These are just two examples, and it should be realized that there aremany other systems that may encounter similar problems, where amanagement policy is used to calculate specific attribute values foritems managed by the management policy and the attribute values need tobe re-calculated based on a management policy change.

One way to address these types of problems is to perform the attributeupdates relating to the management policy change during off-hours.However, updating the attributes for the old items in a single batch maynot be acceptable if it requires more time than can be accepted from abusiness point of view. This can put significant constraints on the timewindows during which the management policy can change. It furtherrequires human effort to perform work during off-hours. Another solutionis to avoid storing the calculated attribute values for each of theitems and instead, dynamically calculate the attribute values whenneeded. This type of solution would bring poor performance to variousaspects of the system at runtime, particularly during queries. Thus,improved techniques for content management systems are needed.

SUMMARY

According to various embodiments of the present invention, methods andapparatus are described, including computer program products, whichimplement and using techniques for a content management system. Inresponse to determining that a change has occurred to a managementpolicy in the content management system and in response to determiningthat the content management system includes one or more items that areaffected by the change to the management policy, new attribute valuesare associated with the items asynchronously. The new attribute valuesare in accordance with the changed management policy

The details of one or more embodiments of the invention are set forth inthe accompanying drawings and the description below. Other features andadvantages of the invention will be apparent from the description anddrawings, and from the claims.

BRIEF DESCRIPTION OF THE SEVERAL VIEWS OF THE DRAWINGS

FIG. 1 shows a system, in accordance with one embodiment of theinvention.

FIG. 2 shows a process for how the recalculation module of FIG. 1operates, in accordance with one embodiment.

FIG. 3 shows a process for reconstructing queries, in accordance withone embodiment.

Like reference symbols in the various drawings indicate like elements.

DETAILED DESCRIPTION

The various embodiments of this invention provide techniques forassociating new attribute values with items in a content managementsystem, as a result of a change to a management policy in the contentmanagement system. In accordance with the various techniques describedherein, the new attribute values are associated with the itemsasynchronously, that is, in multiple batches during off-hours, sinceupdating the attributes for the existing items typically is both timeand resource consuming, especially when the number of existing items isvery large. Due to the nature of these updates, it is important thatqueries can still be performed on the items in the content managementsystem and that the query result accurately reflects the managementpolicy change, even though all new attribute values may not yet havebeen calculated and associated with the items. Therefore, the variousembodiments described herein also provide techniques for rewritingqueries, such that accurate query results can be obtained, even when amanagement policy update has not been fully applied to all affecteditems in the content management system.

Some situations in which these techniques are particularly usefulinclude re-calculating the retention/expiration dates (i.e., attributevalues) asynchronously for items in retention/expiration managementsystems (which are two types of content management systems). Technicallyspeaking, retention and expiration are two different concepts, eventhough they are sometimes used interchangeably. Retention defines howlong an object should be kept before the object can be deleted. Thus,when a retention date is in place, the object cannot be deleted beforethis date. Expiration, on the other hand, defines how long the objectcan be kept before the object should be deleted. Thus, when anexpiration date is in place, the object should be deleted from thesystem when the system time passes that date. Typically, the expirationdeletion is done in batches by using a system service or some customapplication. Thus, retention and expiration can co-exist in one contentmanagement system, or they can be implemented separately. In any event,the core ideas of the inventive concepts described herein can be used inretention, expiration, or both, in a content management system. For easeof explanation, the various embodiments of the invention will bedescribed below with respect to a retention management system. However,it should be completely clear that the same concepts can be equally wellimplemented in an expiration management system (or even more generally,in any type of content management system in which attributes of itemschange as a result of a management policy change) and that the subjectmatter covered by the claims is not limited to retention managementsystems.

In one embodiment, the system includes

-   -   1. A table used to record the policies with multiple versions.    -   2. A table used to record the item type to policy map and also        the change history of the policies that had ever been applied to        an item type.    -   3. A table used to contain all the items that belong to the item        type. The retention date is calculated and stored in this table.    -   4. A re-calculation module used to recalculate the retention        date based on the date stored with the item and the above three        tables.    -   5. A query-revising module used to re-construct the query used        to query items whose retention date is partially updated.

This system allows the user to re-calculate the retention date duringoff-hours in multiple batches and keep query result consistent to thepolicy change at any time.

As will be appreciated by one skilled in the art, aspects of the presentinvention may be embodied as a system, method or computer programproduct. Accordingly, aspects of the present invention may take the formof an entirely hardware embodiment, an entirely software embodiment(including firmware, resident software, micro-code, etc.) or anembodiment combining software and hardware aspects that may allgenerally be referred to herein as a “circuit,” “module” or “system.”Furthermore, aspects of the present invention may take the form of acomputer program product embodied in one or more computer readablemedium(s) having computer readable program code embodied thereon.

Any combination of one or more computer readable medium(s) may beutilized. The computer readable medium may be a computer readable signalmedium or a computer readable storage medium. A computer readablestorage medium may be, for example, but not limited to, an electronic,magnetic, optical, electromagnetic, infrared, or semiconductor system,apparatus, or device, or any suitable combination of the foregoing. Morespecific examples (a non-exhaustive list) of the computer readablestorage medium would include the following: an electrical connectionhaving one or more wires, a portable computer diskette, a hard disk, arandom access memory (RAM), a read-only memory (ROM), an erasableprogrammable read-only memory (EPROM or Flash memory), an optical fiber,a portable compact disc read-only memory (CD-ROM), an optical storagedevice, a magnetic storage device, or any suitable combination of theforegoing. In the context of this document, a computer readable storagemedium may be any tangible medium that can contain, or store a programfor use by or in connection with an instruction execution system,apparatus, or device.

A computer readable signal medium may include a propagated data signalwith computer readable program code embodied therein, for example, inbaseband or as part of a carrier wave. Such a propagated signal may takeany of a variety of forms, including, but not limited to,electro-magnetic, optical, or any suitable combination thereof. Acomputer readable signal medium may be any computer medium that is not acomputer readable storage medium and that can communicate, propagate, ortransport a program for use by or in connection with an instructionexecution system, apparatus, or device.

Program code embodied on a computer readable medium may be transmittedusing any appropriate medium, including but not limited to wireless,wireline, optical fiber cable, RF, etc., or any suitable combination ofthe foregoing. Computer program code for carrying out operations foraspects of the present invention may be written in any combination ofone or more programming languages, including an object orientedprogramming language such as Java, Smalltalk, C++ or the like andconventional procedural programming languages, such as the “C”programming language or similar programming languages. The program codemay execute entirely on the user's computer, partly on the user'scomputer, as a stand-alone software package, partly on the user'scomputer and partly on a remote computer or entirely on the remotecomputer or server. In the latter scenario, the remote computer may beconnected to the user's computer through any type of network, includinga local area network (LAN) or a wide area network (WAN), or theconnection may be made to an external computer (for example, through theInternet using an Internet Service Provider).

Aspects of the present invention are described below with reference toflowchart illustrations and/or block diagrams of methods, apparatus(systems) and computer program products according to embodiments of theinvention. It will be understood that each block of the flowchartillustrations and/or block diagrams, and combinations of blocks in theflowchart illustrations and/or block diagrams, can be implemented bycomputer program instructions. These computer program instructions maybe provided to a processor of a general purpose computer, specialpurpose computer, or other programmable data processing apparatus toproduce a machine, such that the instructions, which execute via theprocessor of the computer or other programmable data processingapparatus, create means for implementing the functions/acts specified inthe flowchart and/or block diagram block or blocks.

These computer program instructions may also be stored in a computerreadable medium that can direct a computer, other programmable dataprocessing apparatus, or other devices to function in a particularmanner, such that the instructions stored in the computer readablemedium produce an article of manufacture including instructions whichimplement the function/act specified in the flowchart and/or blockdiagram block or blocks.

The computer program instructions may also be loaded onto a computer,other programmable data processing apparatus, or other devices to causea series of operational steps to be performed on the computer, otherprogrammable apparatus or other devices to produce a computerimplemented process such that the instructions which execute on thecomputer or other programmable apparatus provide processes forimplementing the functions/acts specified in the flowchart and/or blockdiagram block or blocks.

Referring now to FIG. 1, a retention management system (100) inaccordance with one embodiment of the invention includes a Policy table(102), an Item Type Policy table (104), an Items table (106), arecalculation module (108) and a query revising module (110).

The Policy table (102) is used to record the policies with multipleversions. The Policy table (102) contains the following columns:

-   -   Policy ID: The identifier of the policy.    -   Policy version: The version number of the policy. Multiple        versions of one policy can be stored in this table.    -   Keep Time: Time duration before which an item can be deleted.

The Item Type Policy table (104) is used to record the mapping from itemtypes to policies and also the change history of the policies that hadever been applied to item types. The Item Type Policy table (104)contains following columns:

-   -   ItemType Policy ID: The primary key to identify the policy and        item type map.    -   ItemType ID: The identifier of an item type.    -   Policy ID: The identifier of the policy that the items in an        item type should obey.    -   Policy version: The version of the policy.    -   Delta time/Time difference: The time difference between the        latest policy and the current policy. This can be calculated and        updated when a new policy is applied for the item type. If the        current policy is the latest policy, the value is set to 0.    -   IsActive: Whether the combination “ItemType ID/Policy ID/Policy        Version) is still in use. That is, whether there are items        having this combination in the item table (106), which will be        described next.

The Items table (106) contains all the items that belong to a specificitem type. The retention date is calculated and stored in this table.The Items table (106) contains the following columns:

-   -   Item ID: The identifier of the item.    -   ItemType ID: The item type identifier that this item belongs to.    -   PolicyID: The Policy ID, which the current retention date had        been calculated based on.    -   PolicyVersion: The Policy Version, which the current retention        date had been calculated based on.    -   ExpirationDate: The date on which this item expires.

The re-calculation module (108) is used to recalculate the retentiondate based on the date stored with the item and the above two tables.FIG. 2 shows a process (200) for how the recalculation module (108)operates, in accordance with one embodiment to re-calculate and updatethe retention date for items in a specific item type. As can be seen inFIG. 2, the process (200) starts by determining whether there aremultiple active policies in the Item Type Policy table (104) (step 202).If there is only a single policy, the process (200) ends. However, if itis determined in step 202 that there are multiple policies, an oldpolicy/version is selected (step 204). In some embodiments, differentversions can have different retention time periods, even if the policyis the same, which is why the policy/version combination is selected.

Next, the Items table (106) is queried to select a batch of items thatis managed by the selected policy/version combination (step 206). Theprocess then determines whether any result was returned from the query(step 208). If there is no result returned from the query, which meansthere are no items of this item type whose retention date is calculatedbased on the current selected policy/version combination, then thepolicy is updated in the Item Type Policy table (104) as not beingactive (step 210). However, if the query returns items whose retentiondate is calculated based on the current selected policy/versioncombination, these will be updated in the Items table (106) (step 212).

In one embodiment, the updates include:

-   -   Setting a new retention date for the items to be equivalent to        the old retention date plus the time difference between the new        policy version and the current policy version.    -   Setting the Policy ID for the items to the new Policy ID.    -   Setting the Policy Version for the items to the new Policy        Version.

After updating the selected items, the process checks whether a stop isrequired (step 214). For example, there may be cases where theasynchronous updates described herein are performed as a scheduledservice, and where the user can define when the asynchronous updateshould start and stop. When such a schedule is in place, a standaloneapplication (or the database scheduler) can be used to timely checkwhether the current system time is in the scheduled window. If yes, thenthe asynchronous update process can be launched. If the current systemtime is not in the scheduled time window, then the asynchronous updateprocess can be requested to stop. It should be realized that this ismerely one example and that there might be other cases where a stop isrequested directly by the user or other services or applications.Essentially, step 214 is used to give a chance to an outside controllerto control the asynchronous update process. If no stop is required instep 214, the process returns to step 206, where a new batch of items isselected from the Items table (106), and continues as described above.If it is determined in step 214 that a stop is required, the process(200) ends.

Returning now temporarily to FIG. 1, the query revising module (110) isused to re-construct the query used to query items whose retention dateis partially updated. FIG. 3 shows a process (300) for reconstructingqueries, in accordance with on embodiment.

As can be seen in FIG. 3, the process (300) starts by determiningwhether there is an expiration date in a SQL “WHERE” clause (step 302).Typically the WHERE clause is used to filter out the result set inSELECT/DELETE/UPDATE queries. If there is no expiration date in theWHERE clause, the process (300) ends. If it is determined in step 302that there is an expiration date in the WHERE clause, the processcontinues to determine whether there are multiple active policies in theItem Type Policy table (104) (step 304). If there is only a singleactive policy in the Item Policy table (104), then the process ends.

However, if it is determined in step 304 that there are multiple activepolicies in the Item Policy table (104), then the process continues tostep 306, where a query string is constructed for each of the activepolicies. In one embodiment, the WHERE clause in the query string isreplaced as follows:

-   -   Old version: WHERE Expiration date <operator> (a specific date)    -   New version: WHERE Expiration date <operator>(old date+time        difference between latest policy version and the old policy        version) AND policy=old policy AND version=old policy version.        which ends the process (300).

To further illustrate the process (300) of FIG. 3, please consider thefollowing example. Assume that a user wants to get items that expirebefore the timestamp: ‘2012-11-20-00.00.00’. If there is only one activeexpiration policy version (i.e., all the expiration dates are up todate) in the Policy table (102), the query string should look like:

SELECT * FROM Items WHERE ExpirationDate>‘2012-11-20-00.00.00’

Now assume there are more than one active policies/versions. Forexample, the user may have changed policies/versions frompolicy2/version3 to policy7/version2, so these two policy/versioncombinations exist in the Item Type Policy table (104) and bothpolicy/version combinations are active (meaning there are some itemsthat have not been re-calculated based on the latest policy version).Suppose also that the time difference between the two policy/versioncombinations is 10 days, meaning that the expiration date has to be set10 days earlier for the older policy/version combination. After therevising of the query request, the new query is:

-   -   SELECT * FROM Items WHERE (ExpirationDate>‘2012-11-10-00.00.00’        AND PolicyId=2 AND policyversion=3) OR        (ExpirationDate>‘2012-11-20-00.00.00’ AND PolicyId=7 AND        policyversion=2)

As can be realized by those persons having ordinary skill in the art,the techniques described above in accordance with the variousembodiments of the invention are usable in many different situations.For example, After all items with the old policy have been updated bythe re-calculation module (110), or when there is only one activepolicy/version combination for the item type, the query for candidateitems can be simply use the “SELECT * FROM Items WHEREExpirationDate>‘<expiration date>”.

In another scenario, if there are some old items in old policy/versioncombination that are not updated to the latest policy by there-calculation module (110), the query revising module can also be usedto get the consistent result for the latest policy. That is, it ispossible to get all candidates when there are multiple active policies,and the performance is not any worse compared to a solution that alwaysdynamically calculates the expiration date.

It should be noted that the techniques described above are merely someembodiments that illustrate a few aspects of the invention, and thatthere are also other variations that could be used. For example, in somecontent management systems, the retention date is not always calculatedby the system. Instead, it can be set by the application on creation ofthe item, or be intentionally changed at a subsequent time by a user.During the re-calculation of the dates, the system can set a flag on theitem type level or the policy level to indicate whether to override theuser's action. Each of the items can have a flag to tell whether thecurrent date had been calculated by the system, or been intentionallyset by a user. This flag enables the re-calculation module to determinewhether to reset the expiration date on a policy change.

In some scenarios, a user may want to apply a new retention policy to anitem type that is not currently managed by any retention. There-calculation module may need to calculate the expiration date based onthe creation date of the individual items.

It should further be noted that while the above embodiments have beendescribed with respect to retention management systems, the coreconcepts of this invention can also be applied to other systems thatneed to re-calculate a specific attributes upon a management policychange, in particular expiration management systems, as mentioned above.

The flowchart and block diagrams in the figures illustrate thearchitecture, functionality, and operation of possible implementationsof systems, methods and computer program products according to variousembodiments of the present invention. In this regard, each block in theflowchart or block diagrams may represent a module, segment, or portionof code, which comprises one or more executable instructions forimplementing the specified logical function(s). It should also be notedthat, in some alternative implementations, the functions noted in theblock may occur out of the order noted in the figures. For example, twoblocks shown in succession may, in fact, be executed substantiallyconcurrently, or the blocks may sometimes be executed in the reverseorder, depending upon the functionality involved. It will also be notedthat each block of the block diagrams and/or flowchart illustration, andcombinations of blocks in the block diagrams and/or flowchartillustration, can be implemented by special purpose hardware-basedsystems that perform the specified functions or acts, or combinations ofspecial purpose hardware and computer instructions.

The terminology used herein is for the purpose of describing particularembodiments only and is not intended to be limiting of the invention. Asused herein, the singular forms “a”, “an” and “the” are intended toinclude the plural forms as well, unless the context clearly indicatesotherwise. It will be further understood that the terms “comprises”and/or “comprising,” when used in this specification, specify thepresence of stated features, integers, steps, operations, elements,and/or components, but do not preclude the presence or addition of oneor more other features, integers, steps, operations, elements,components, and/or groups thereof.

The corresponding structures, materials, acts, and equivalents of allmeans or step plus function elements in the claims below are intended toinclude any structure, material, or act for performing the function incombination with other claimed elements as specifically claimed. Thedescription of the present invention has been presented for purposes ofillustration and description, but is not intended to be exhaustive orlimited to the invention in the form disclosed. Many modifications andvariations will be apparent to those of ordinary skill in the artwithout departing from the scope and spirit of the invention. Theembodiment was chosen and described in order to best explain theprinciples of the invention and the practical application, and to enableothers of ordinary skill in the art to understand the invention forvarious embodiments with various modifications as are suited to theparticular use contemplated.

1-12. (canceled)
 13. A computer program product for a content managementsystem, the computer program product comprising a computer readablestorage medium having program code embodied therewith, the program codeexecutable by a processor to: in response to determining that a changehas occurred to a management policy in the content management system andin response to determining that the content management system includesone or more items that are affected by the change to the managementpolicy, associate new attribute values with the items asynchronously,wherein the new attribute values are in accordance with the changedmanagement policy.
 14. The computer program product of claim 13,wherein: the content management system is one of: a retention managementsystem and an expiration management system, the management policy is oneof: a retention policy and an expiration policy, and the attributevalues include one or more of: a retention time for an item and anexpiration time for an item.
 15. The computer program product of claim14, further comprising program code executable by a processor to:storing retention policies in a policy table, the policy table includingfor each retention policy one or more of: a retention policy identifier,a retention policy version, and a keep time for items associated withthe retention policy.
 16. The computer program product of claim 14,further comprising program code executable by a processor to: store inan item type policy table one or more of: mappings between item typesand retention policies, and a change history of retention policiesapplied to the item types.
 17. The computer program product of claim 16,wherein the item type policy table includes one or more of: a key foridentifying the retention policy and item type mapping, an item typeidentifier, a retention policy identifier, a retention policy version, atime difference between the retention policy and the changed retentionpolicy, and indicators of active retention policies.
 18. The computerprogram product of claim 14, further comprising program code executableby a processor to: store, in an items table, items associated withspecific item types, wherein the items table includes for each item oneor more of: an item identifier, an item type identifier, a retentionpolicy identifier, a retention policy version, and an expiration datefor the item.
 19. The computer program product of claim 13, furthercomprising program code executable by a processor to: determine whetherthere is more than one active management policy in the contentmanagement system.
 20. The computer program product of claim 13, furthercomprising program code executable by a processor to: in response toreceiving a query for items in the content management system prior toassociating new attribute values with all items affected by the change,rewrite the query prior to issuing the query to the content managementsystem, such that items affected by the changed management policy areselectable by the query.
 21. The computer program product of claim 13,further comprising program code executable by a processor to: set a flagfor each item, the flag indicating whether one or more attribute valuesfor the item have been set manually by a user.
 22. The computer programproduct of claim 13, further comprising program code executable by aprocessor to: calculate a set of attribute values for new items that arenot currently managed by the content management system, based on acreation dates for the items; and add the new items to the contentmanagement system.
 23. The computer program product of claim 13, furthercomprising program code executable by a processor to: asynchronouslyreplace a current management policy for the at least one item with adifferent management policy.